1240LS26Q0064 Ashton Ranger District Janitorial Attachment 2 - Statement of Work.pdf

1240LS26Q0064 – Caribou-Targhee National Forest, Ashton Ranger District Office Janitorial Attachment 2 – Statement of Work

Statement of Work Janitorial Services – (Caribou-Targhee National Forest, Ashton Ranger District)

GENERAL SPECIFICATIONS

Scope of Contract - The purpose of this contract is to secure janitorial services for the Ashton Ranger District in Ashton, Idaho. All designated areas must present a clean, healthful, and well-kept appearance. The work will consist of cleaning floors, vacuuming carpets, cleaning furnishings/furniture. The contractor shall comply with required bio-based and bio-preferred materials requirements of the solicitation.

Description Of Work and Location - The contractor shall furnish all equipment, labor supervision, transportation, supplies and incidentals except Government Furnished property necessary to ensure that custodial services are performed at the Ashton Ranger District Office, Caribou-Targhee National Forest, in the town of Ashton, 46 Highway 20, PO Box 858, Ashton, Idaho 83420, in a manner that will maintain satisfactory facility conditions and present a clean, neat and professional appearance. Standard janitorial practices and proper use of cleaning materials and equipment is required. Cleaning which interferes with Government business shall be avoided. Total square footage of areas requiring cleaning is 4,800.

A. CONDUCT OF WORK

The Contractor shall prevent his/her employees from disturbing papers on desks, opening drawers or cabinets, or using telephones and office machines/equipment, provided for Official Government use, except as authorized, in writing, by the COR, and see that all articles found by contractor employees are turned into an official of the Forest Service.

B. CONTRACTOR’S RESPONSIBILITY

1. The Contractor shall be responsible for all damages to persons or property that occurs as a result of his/her negligence, as well as that resulting from acts of his/her employees, agents or subcontractors, and the contractor shall save and keep harmless the Government against any or all loss, cost, damage, claims, expense, or liability in connection with the performance of this contract. The Contractor is responsible for loss, theft, damage, or destruction of any Government or personal items belonging or assigned to the occupant or user in any office or other rooms of the facilities when such acts can be proven, beyond a reasonable doubt, to be the fault of the Contractor or one of his/her employees.

The Contractor shall not employ persons for work on the contract if such employee is considered by the COR to be a potential threat to the health, safety, security, general well-being, or operation mission of the Agency.

Anyone employed by the Contractor must be 18 years of age or older. No one under the age of 18 shall be permitted to work in the building or on the premises. The Contractor shall ensure that no one but the Contractor and/or his/her employees have access to the premises.

2. The Government will not be responsible in any way for damage, fire, theft, accident, or otherwise to the Contractor’s stored supplies, materials, equipment, or to the Contractor’s belongings brought into the building.

3. The contractor shall supply some type of identification that must be worn at all times while on the premises by the Contractor or his/her employees. The Contractor employee’s must also be able to pass a background investigation and fingerprinting for a LincPass (government ID).

4. The Contractor shall inform the COR of any items in need of repair/replacement.

5. Key Control – The contractor will establish and implement methods of ensuring that all keys issued by the Government are kept secure in the Contractor’s possession and are not used by unauthorized persons.

a. Contractors are required to identify all employees who will have routine access to the contract facility and/or routine access to a Federally controlled information system for a period of six months or more.

b. Keys issued by the Government shall not be duplicated.

c. The Contractor will report the occurrence of a lost key to the Contracting Officer not later than the next duty day.

d. The Contractor will be required to reimburse the Government for replacement of the locks or re-keying as a result of the Contractor loss of keys. In the event a master key is lost or duplicated, all locks and keys for that system will be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

e. It is the responsibility of the Contractor to prohibit the use of keys issued by the Government to persons other than the Contractor’s employees. It is also the responsibility of the Contractor’s employees to prohibit the opening of locked areas by Contractor’s employees to permit entrance of persons other than Contractor’s employees engaged in the performance of assigned work in those areas.

6. Energy Conservation - Contractor shall turn on lights in rooms only during the time needed to perform the required work and shall ensure that all lights, except those required, remaining on, are turned off in each room as it is completed.

Quality

A. Quality Assurance of Work – The Contractor and Contracting Officer’s Representative (COR) shall jointly prepare a work schedule, which will become a part of this contract. The schedule may be revised by obtaining written approval from the COR. Work will be completed in a professional manner and workmanship will be clean and neat so as to be appealing to the general public. Contractor shall be responsible for filling in work schedule.

B. The Contractor shall develop and maintain a quality program to ensure the required services are performed in accordance with commonly accepted commercial practices, which may include service checklists or reports. The contractor shall implement procedures to identify, prevent and ensure non-recurrence of defective services. As a minimum, the Contractor shall develop quality control procedures addressing the areas identified in the SOW.

C. The COR (or their designated inspector) will perform bimonthly inspections to evaluate the quality of work being performed. At any time when work is performed and is not in compliance with specifications, the Contractor will be informed and required to correct the deficiencies. Acceptance of work will be determined by inspection of the entire job and will be based on adherence to the specifications. The COR will record the results of these inspections on the Quality Assurance Checklist (Customer Complaint Form) included as Attachment E. Inspection will be conducted more frequently as deemed necessary by the COR. Work shall be considered acceptable if the specifications described in this contract are complied with.

D. Government Remedies – The Contracting Officer shall follow FAR 52.249-8, Default (Fixed Price Supply and Service), for Contractor’s Failure to perform satisfactory services or failure to correct non-conforming services.

Furnished Property

A. Contractor Furnished Property- The Contractor shall furnish all equipment, materials, and supplies necessary to perform the janitorial services described herein.

1. All Material Safety Data Sheets (MSDS) for all chemicals used in the cleaning of these buildings.

MSDS’s shall be given to the COR prior to use.

2. All necessary cleaning equipment, which must be properly guarded and meet all OSHA standards.

Such equipment shall be of the size and type customarily used by the janitorial profession.

3. Personal protective equipment including but not limited to: gloves, hearing protection, and eye protection.

B. Government Furnished Property

The Government will provide the following items of Government property to the Contractor for use in the performance of this contract. This property shall be used and maintained by the Contractor in accordance with the provisions of the “Government Property” FAR clause contained elsewhere in the contract. The Government will deliver to the Contractor the following listed materials in accordance with the Government-Furnished Property Clause.

Vacuum Cleaner and Vacuum Bags

Paper Towels for dispensers – flat and round

Toilet Paper

Garbage Can Liners – (small–10 gals, big–12-16 gals, 13 gals for lunchroom and 33 gals for Janitorial

Room)

Soap for washroom dispensers

All-purpose cleaners – (Pinesol/Disinfectant Cleaner, Toilet Bowl Cleaner, Window Cleaner, Stainless

Steel Wipes, Lysol Spray, Soft Scrub)

Deodorant for Restrooms/urinals

Floor disinfectant cleaner

Pumice Stones

Brooms/Mops/Buckets

Wheeled garbage can

Step ladder

The Contractor must notify the Contracting Officer Representative (COR) when the above supplies are becoming depleted in sufficient time to allow the Government fifteen (15) days to replenish the stock. There will be sufficient supplies on hand to perform services for at least thirty (30) days. Keep the supplies in a clean and orderly manner on designated shelves in the Janitorial/Storage closet. If the Government fails to make timely delivery of such Government-furnished property suitable for its intended use and upon timely notification (15 days) from the Contractor, the Contracting Officer shall make an equitable adjustment of contract delivery performance dates or contract price, or both.

A key or a listing of numbers that activate the combination door lock(s) for access to the Office Building will be issued to the Contractor. In case of loss of said key, the Contractor will be billed for the changing of all locks to the building. The provided listing of numbers that activate the combination door lock(s) shall remain confidential by the Contractor. The listing of numbers that activate the combination door lock(s) will be changed periodically by the Forest Service and Contractor will be apprised of the combination change. If the Contractor is not apprised of the combination change, it will be the Contractors responsibility to contact the COR (COR contact information will be provided at the time of award).

All Government furnished property will be located at the Building for use by the Contractor on-site. Upon completion of contract, equipment or supplies identified above shall remain the property of the Government.

The Contractor shall inform the designated Contract Officer Representative (COR) when supplied equipment or supplies identified need replacement. Written notification, communication by cell or landline phone, or by electronic messaging (text or email) shall be supplied to the designated COR sufficiently in advance (1 week) to allow the COR to inspect, repair or acquire new equipment or supplies.

The Contractor shall be liable for the loss, damage or destruction of Government furnished property except for ordinary wear and tear, until completion of this contract.

Biobased Products- The Contractor must comply with the Farm Security and Rural Investment Act of 2002 (FSRIA), 7 U.S.C. 8102; the Food, Conservation and Energy Act of 2008 (FCEA), 7 U.S.C. 8102; the Federal Acquisition Regulation; Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy and Economic Performance,” dated October 5, 2009; EO 13423, “Strengthening Federal Environmental, Energy, and Transportation Management,” dated January 24, 2007; and Presidential Memorandum, “Driving Innovation and Creating Jobs in Rural America through Biobased and Sustainable Product Procurement,” dated February, 2012 to provide biobased products. The Contractor shall utilize products and material made from biobased materials (e.g., biobased greases, biobased hydraulic fluids, biobased absorbents) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user. All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR).

The following is an example list of products that may be used in this contract for custodial services for which biobased products are available. The list is not all inclusive. The Contractor may go to the following website for a list of biobased products http://www.usda.gov/biopreffered. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications:

• All-purpose cleaner

• Degreaser/cleaner

• Heavy duty cleaner

• Deodorizer

• Carpet shampoo

• Floor finish

• Gum Remover

• Floor finish restorer

• Disinfectant sanitizer

• Floor sealer

• Extraction Fluid Furniture polish

• Floor stripper

• Glass cleaner

• Neutral cleaner (liquid) Grout Sealer

• Spot and stain remover Lime and scale remover (tub & tile cleaner)

• Air freshener including dispenser

• Liquid hand soap including dispenser

• Bathroom cleaner

• Stainless steel polish

• Brass polish/cleaner

• Toilet bowl cleaner

• Chrome polish/cleaner

• White board cleaner

• Cream cleaner

• Wood floor cleaner

• Solvent spotter Laundry detergent

For more information regarding the Department of Agriculture Biobased Affirmative Procurement Program go to http://www.usda.gov/procurement /biobased/APP.pdf.

Biobased products that are designated for preferred procurement under USDA’s Bio Preferred program must meet the required minimum biobased content as stated in the USDA Final Rule available at www.biopreferred.gov. The Contractor should provide data for their biobased products such as biobased content. In addition to the biobased products designated by the U.S. Department of Agriculture in the Bio Preferred Program, the Contractor is encouraged to use other biobased products.

The Contractor shall submit with the initial proposal a complete list of biobased products, indicating the name of the manufacturer, cost of each material, and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally, the winning Contractor on each anniversary date of the contract shall compile a complete list of biobased products, including the information above, purchased to carry out the contract requirements. The Contractor shall list volume to be used and total cost for each individual product. This information will be used for reporting purposes.

The Contractor shall comply with the provision at FAR 52.223-1, Biobased Product Certification.

The Contractor shall comply with the clause FAR 52.223-2, Affirmative Procurement of Biobased Products Under Service and Construction Contracts. Within thirty (30) days of contract award, the Contractor shall submit an Operations and Maintenance Plan. This submittal shall be approved by the COR in writing.

The Plan must be reviewed and updated annually, and as required by the COR. The Plan must contain and define the following elements:

• The Contractor’s written policy stating its commitment to the use of biobased products, employee health and safety, and sound environmental management practices.

• Detail on how the Contractor intends to keep abreast of the development and increasing availability of biobased products and how any new or improved products will be incorporated on an ongoing basis into contract performance.

• Proposed biobased custodial products which must be selected in accordance with the criteria included above. At a minimum, the Plan must identify products by brand name for each of the product types.

(NOTE: A Contractor may propose more than one product within a product category and/or propose a product or products addressing more than one product category.)

• The product guides which define standard operating procedures for instructing staff in the proper use, storage, and disposal of biobased products; proper maintenance of equipment; and other procedures/instructions to accomplish work under this contract.

• The Contractor shall provide data on the quantity and dollar values of biobased products used in this contract. The data will be submitted to the COR quarterly.

• A demonstration of proper use, an effective training program, and technical assistance are essential to the success of the purchase and use of some biobased products that may function differently than a conventional product. Therefore we will look for a Contractor who will 1) demonstrate products, and 2) when selected, offer any necessary training to all of the construction staff and 3) be available with technical assistance to trouble shoot problems.

Contractor Representative- The contractor shall provide a contract representative for the performance of the work. The name of this person and any alternate(s) who shall act for the contractor when the contractor is absent shall be designated in writing to the contracting officer. The contractor representative or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contractor representative and alternate(s) must be able to read, write, speak, and understand English.

Time of Performance- Cleaning services are to be performed 2-3 days per week (depending on time of year, see below). Cleaning is not to interfere with any Government business. Contractor will provide the Government with a work schedule for weekly, quarterly, and semi-annual work to be performed.

During the months of May through October, services must be rendered 3 (three) times per week, with services scheduled for Tuesday, Thursday, and either Friday, Saturday or Sunday for the 3rd day. All work under this contract can be performed at any hour except those hours between 6:00 am and 6:30 pm, Monday through Thursday. Friday’s work may be accomplished from 6:30 pm Friday night to any time prior to 6:00 am Monday. If a Government Holiday falls on a Monday the Contractor has the option of waiting until that Monday to clean if they so choose so as to have a weekend off. The Contractor will be given a list of holidays for the year they are working in.

During the months of November through April, services must be rendered 2 (two) times per week with services scheduled for Tuesdays and Thursdays. All work under this contract can be performed at any hour except those hours between 6:00 am and 6:00 pm.

The office is closed for all National holidays and weekends. . Cleaning services completed after regular working hours and during the weekend shall not interfere with Government business, if it is being conducted.

All cleaning services will be completed by 6 a.m. Monday morning. Basic cleaning services will be performed on the Friday, following the Thanksgiving Holiday. The work schedule shall be established with the Contracting Officer’s Representative (COR) at the pre-work meeting. Any deviation from days scheduled for work should be coordinated with the COR.

Frequency Schedule-

A. Basic Cleaning Services. The Contractor shall accomplish all cleaning tasks to meet the requirements of this Statement of Work (SOW).

1. Maintain Floors. All floors, except carpeted areas, shall be swept, dust mopped, damp mopped, wet mopped, dry buffed, and spray buffed, as needed, to ensure they have a uniform, glossy appearance and are free of dirt, debris, dust, scuff marks, heel marks, other stains and discoloration, and other foreign matter. Baseboards, corners, and wall/floor edges shall also be clean. Damp mop chair legs if they are dirty or dusty. All floor maintenance solutions shall be removed from baseboards, furniture, trash receptacles, etc. Chairs, trash receptacles, and other moveable items shall be moved to maintain floors underneath these items. All moved items shall be returned to their original and proper position.

2. Remove Trash. All trash containers shall be emptied and returned to their initial location.

Boxes, cans, and papers placed near a trash receptacle and marked “TRASH” shall be removed. Any obviously soiled or torn plastic trash receptacle liners shall be replaced. The trash shall be deposited in the outside dumpster located out the back door in the back parking lot. Trash receptacles shall be left clean, free of foreign matter (ie: they contain smelly or wet foods (bananas, yogurt, etc.), coffee grounds, tobacco chew/spit); and free of odors. DO NOT leave garbage in the wheeled garbage can in the janitorial closet. Take the garbage out of the wheeled garbage can every time you clean and put it in the outside dumpster. Make sure the lids to the outside dumpsters are closed before leaving.

3. Remove Recycling. All recycling containers shall be emptied and returned to their initial location. Any noticeable soiled or torn recycling receptacle liners shall also be replaced.

Recycling materials shall be removed from the property and properly recycled. Receptacles shall be left clean, free of foreign matter and free of odors. Cardboard boxes shall be gathered and properly recycled.

4. Clean Interior Glass/Mirrors. Clean all interior glass, including glass in doors, partitions, walls, display cases, directory boards, etc. After glass cleaning, there shall be no traces of film, dirt, smudges, water, or other foreign matter.

5. Clean Drinking Fountain. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drain, as well as exterior surfaces of fountain. Drinking fountain shall be free of streaks, stains, spots, smudges, scale, and other obvious soil.

6. Vacuum Carpets. Vacuum carpeted areas. After vacuuming, the carpeted area shall be free of all visible dirt, debris, litter, and other foreign matter. Any spots shall be removed by carpet manufacturer’s approved methods as soon as noticed. All tears, burns, and raveling shall be brought to the attention of the government representative. Area and throw rugs are included to receive this service.

7. Clean Carpets. Spot clean or shampoo dirty carpets over an area of 2 square feet or less.

Spots must be removed immediately.

8. Vacuum and Clean Floor Mats. Vacuum and clean interior and exterior floor mats. After vacuuming or cleaning, mats shall be free of all visible lint, litter, soil, and other foreign matter. Soil and moisture underneath mats shall be removed and mats returned to their normal location.

9. General Spot Cleaning. Perform spot cleaning on a continual basis. Spot cleaning includes, but is not limited to removing, or cleaning smudges, fingerprints, marks, streaks, spills, etc., from washable surfaces of all walls, partitions, vents, grillwork, doors, door guards, door handles, push bars, kick plates, light switches, temperature controls, and fixtures. After spot cleaning, the surface shall have a clean, uniform appearance, free of streaks, spots, and other evidence of soil.

10. General Dusting. All horizontal surfaces must be dusted or cleaned to eliminate dust collection. All countertops and tabletops will be free of all visible dust, debris, litter, and other foreign matter.

Contractor shall be responsible for making sure that all building lights are turned off, windows are closed and locked, doors are locked, and the Forest buildings and offices are left in a safe and secure condition when janitorial services are completed and the Contractor is ready to leave.

B. Basic Restroom and Utility Room Cleaning Services. The Contractor shall accomplish all cleaning tasks to meet the requirements of this SOW.

1. Clean and Disinfect. Completely clean and disinfect all surfaces of sinks, toilet bowls, washbasins, base of toilet, urinals, lavatories, dispensers, plumbing fixtures, partitions, dispensers, doors, walls, and other such surfaces, using a germicidal detergent. After cleaning, receptacles will be free of deposits, dirt, streaks, and odors. Disinfect all surfaces of partitions, stalls, stall doors, entry doors, (including handles, kick plates, ventilation grates, metal guards, etc.), and wall areas adjacent to wall mounted lavatories, urinals, and toilets.

All floor and sink drain traps should be free of debris, residue and odors. Clean and disinfect all porcelain and polished metal surfaces, including the orifices and drains.

2. Descale Toilet Bowls and Urinals. Descaling shall be performed monthly as a minimum and as often as needed to keep areas free of buildup i.e. Soap films, hard water deposits and other build-up. After descaling, surfaces shall be free from streaks, stains, scale, scum, urine deposits, and rust stains.

3. Sweep and Mop Floor. After sweeping and mopping, the entire floor surface, including grout, shall be free from litter, dirt, dust, and debris. Grout on wall and floor tiles shall be free of dirt, scum, mildew, residue, etc. Floors shall have a uniform appearance without streaks, swirl marks, detergent residue, or any evidence of soil, stain, film, or standing water. Moveable items shall be tilted or moved to sweep and damp mop underneath. Floors shall be stripped, scrubbed, waxed, etc., as necessary to maintain sanitary conditions and a clean, uniform appearance.

4. Stock Restroom Supplies. Contractor shall ensure restrooms are stocked sufficiently so that supplies including soap for the soap dispensers, toilet tissues, and paper towels, do not run out. Supplies shall be stored in designated areas. No overstocking shall be allowed. If supplies run out prior to the next service date, Contractor shall refill within one (1) day of notification.

C. Monthly Cleaning Services

1. Strip, Scrub, Seal, and Wax Floors. Strip, scrub, seal, and wax floors as necessary to maintain a uniform glossy appearance. A non-skid wax is required. A uniform glossy appearance is free of scuffmarks, heel marks, wax build-up, and other stains and discoloration.

2. Clean Interior Windows. Clean glass surfaces of large picture windows. After surfaces have been cleaned, all traces of film, dirt, smudges, water, and other foreign matter shall be removed from frames, casings, sills, and glass.

3. Clean Exterior Windows. After window has been cleaned, exterior frames, casings, sills, and glass shall be free of all traces of film, dirt, smudges, water, and other foreign matter.

4. Mailroom, dust the copy machine, the tops of all filing cabinets, and the tops of the mailboxes.

Wipe off the Formica counter with cleaner. The plastic mat gets sticky as does the area around the mat due to using a glue stick on envelopes going out in the mail; ensure all glue residue is removed.

5. All wastepaper receptacles shall be damp wiped inside and out. If plastic bag liners are used, the liners will be replaced and needed.

6. Remove spots from carpeted areas/ floors

7. Clean windows so they have no traces of film, dirt, smudges or water spots.

D. Quarterly Cleaning Services

1. Wash all windows both inside and outside and clean window tracks and window coverings.

2. Clean all venetian blinds during the months of March and September or at other times agreeable to the COR.

E. Option Item Cleaning:

- Carpet Cleaning (Twice Per Year).

- Deep Cleaning: includes windows inside and out, wiping down walls, cleaning the cobwebs from the ceiling area, vent fixtures and light fixtures. In the front lobby there are cedar walls that would need vacuumed down.

F. Areas and Items NOT to Clean

Care will be taken not to disturb paperwork on the desks or table areas. DO NOT DUST OR CLEAN ANY PERSONAL PROPERTY, i.e., pictures, knick-knacks, plants, etc.

DO NOT CLEAN/DUST/MOP THE PRINTER ROOM except to empty the wastebasket. This room will be cleaned by Forest Service Personnel.

Do NOT clean or empty the wastebasket of ANY offices where the door is shut.

Contractor Personnel/Qualifications-The contractor shall provide qualified personnel. Contract personnel shall refrain from familiarizing themselves with or disturbing any books, papers, or other materials in any of the offices. Only the Contractor or employees of the Contractor will be allowed in the building or on the grounds of the Ashton Ranger District covered in this contract. The Contractor shall notify the Government, by email or telephone, immediately when employees quit, or new employees are hired before they start working in any facility. Children and pets are not allowed in the building or surrounding area. Exceptions must be approved by the Contracting Officer/Purchasing Agent. Any equipment in the building, including but not limited to, radios, typewriters, computers, faxes or copy machines shall not be used by the contractor or the contractor’s employees.

The Contractor is responsible for the door code/key to the building, which will be issued by the Government. The code shall not be shared with anyone.

Security- All outside doors shall remain locked while contractor performs work and contractor shall assure that all entrance gates, doors, and windows are locked after services are performed and the security of the building is maintained. During completion of janitorial duties, Contractor is responsible for ensuring facility doors, and other means of entrance remain locked to ensure they are unavailable for entry by unauthorized personnel. Contractor shall also verify that all exits are locked upon completion of duties.

The north hall lights (from the computer room up to the conference room) will be left on for safety purposes. The south light will be turned off to conserve energy. Turn off all unnecessary lights.

Ensure that any cleanser or cleaning solution used in the performance of janitorial services does not cause damage to government property. Janitor closet areas shall be kept clean, neat, and odor free, remove all trash and soiled mop water.

The Government will not be responsible for damage to the Contractor’s and his/her employee’s personal belongings brought into the building.